Coordination Team Roles
This table outlines the roles and responsibilities of the event coordination, delivery and evaluation team.
| Name | Role | Description/ responsiblities |
|---|---|---|
| Lone Keast | Escalation and liaise with senior management | |
| Chair Activity Selection | ||
| Mick Byrne | Project Management | Monitor milestones & budget |
| Volunteer Coordinator | ||
| Coordinate Regional Librarian PD | ||
| Peter Musk | Facilitator Mentoring & Training | |
| OH&S | ||
| External Activity Provider Liaison (Science) | ||
| Andrei Maberley | Wiki Access and Inductions | |
| Fear of Small Screens | ||
| Community Outreach | Contact Siganto grads… | |
| Emma Che Raethke | Marketing and Communications Liasion | Marketing Plan, SLQ Photographer |
| Community Outreach/ external activity (arts) liason | ||
| Documentation and Evaluation | Wiki Documentation, Evaluation Surveys, Vox Pops Video Project, | |
| Nejdet Yilmaz | Regional PD Bursaries | Liaise with LGC to set it up, and organise the schedule for successful applicants |
| Contracts and agreements | Determine the types of contracts and agreements required, create templates, ensure everything is signed by the deadline | |
| Activity Bookings | After activities are determined, put any necessary ticketing in Eventbrite | |
| Team Meetings and Minutes | Organise weekly meetings with Edge Staff in advance, collate minutes and send to team members as reference, Make lanyards for everyone | |
| Pauline Maudy | Coordinate Internal Callouts for activities and volunteers | |
| Internal Activity Liaison | ||
| Internal liaison - volunteers | ||
| Programming (with Mick) | ||
| Courtney Ingle | Space Bookings Commercial Services Liaison | Coordinate space bookings and equipment with Commercial Services. |
| Venue (AQ) Liaison | Coordinate booking and liaison with AQ re power, loading in/out etc | |
| Food and Beverage Vendors | Contact F&B vendors, coordinate logistics | |
| Support Marketing and Communications and Evaluation (with Emma Che) | ||
| Sarah Briggs | Fun Palace Welcome Desk | |
| Unallocated | Social Media | |
Job milestone dot points
Coordinate Internal Callout
- Draft internal call out and liaise with Mick to finalise
- Mick to send to Lone
- Field emails and queries
- Post on yammer
- Compile new contacts and ideas + share with team (completed 21/08/18)
- Keep liaising with new contacts and draft ideas as needed
External Activity Liaison (Arts)
- One external arts activity providers are identified take over communications
- Liaise with activity providers to negotiate SLQ and provider responsibilities and coordinate contracting if required
- Liaise with provider to check appropriate format of activity and required support (tech, people, space or other)
Social Media
- Liaise with Anita and Emma Che to put in place social media plan by 6th of September
- Set up process for gathering and sharing content leading up to the event
- Set up process for gathering and sharing content on the day of the event
- Set up process for gathering and sharing content after the event
Marketing and comms
- 20th August: Liaise with new comms person (Anita) to work out a time frame for sharing of information required (program deets, images, copy)
- M&C begin to advertise externally. Send any big items or things to include in this generic advertising.
- 31st August all material needs to be to marketing and comms for web and poster
Evaluation
- Meeting 13th August to determine evaluation (including vox pop questions)
- Meeting with Kylie (audience development) to review evlaluation
- write surveys by 21st September
- set up survey monkey by 24th September
- gather more ipads for evaluation (YPF and?)
- Liase with David Crane around volunteers and using the ipads to do surveys
- write questions for vox pop questions (that are similar to evaluation)
- test vox pop workshops with zoom recorders or video recorders
